On the hunt for event space in Nashville, Tennessee? Here are our tips for booking the right space as well as information on the ideal time of year to book so you can have the best possible turnout.
When to Book Event Space
Before we get into the best time of year to book event space for ease and affordability, let’s discuss how far in advance you should be booking and planning your Nashville event. If you’re noticing that event spaces near you are all filled up, chances are you’re booking things too late. The general rule of thumb for booking event space in Nashville—or in any major U.S. city—is to book several months out. For events like weddings, many planners suggest giving yourself a year or more to determine the venue and book the time. Since many event spaces book out far in advance, a year or two may be necessary for some of the most prime locations. For other spaces that aren’t quite so popular, you should still try to book things six months to a year out. This gives you time to plan your event and ensure that you aren’t scrambling for a space at the last minute.
While it might be a no-brainer to an experienced event planner, newcomers to the process may be shocked to learn that you need to plan things out so far in advance. No matter what event you’re planning, expect some stiff competition; great spaces come at a premium in Nashville. When booking small event spaces in Nashville, you will probably have better luck. Since larger events need to be restricted to larger venues, these tend to fill up faster. If you aren’t looking to host hundreds, you can probably find more booking options closer to the time of your event. It’s always best not to cut things close, though, so renting an event space early is key to making sure the whole planning process goes smoothly.
Off-Season Advantages and Disadvantages
An easy way to book an event space rental with relative ease is to host your event in the off-season. While this isn’t always possible, it’s a great way to make sure you find the space you need. So, what is the off-season in Nashville? Generally speaking, summer and winter are the less busy seasons for events. The winter holidays are an exception to this rule, though, as many individuals and companies host off-site Christmas parties using event spaces around the city.
What makes winter and summer less desirable for events? Usually, it’s the weather. In summer and winter, extreme temperatures in both directions tend to disrupt events. In rarer cases, summer and winter storms can interrupt travel and even power to the venue, making it a bit harder to guarantee an event will go smoothly. Due to these risks and the fact that some venues with indoor and outdoor space will only use indoor areas during the winter or intense summer heat, you’ll usually find that rental costs are lower. Another advantage to booking an event in the off-season is that you’ll usually find that people aren’t as busy, so turnout may be better. With fewer outdoor activities in the winter or the hottest days of the summer, your guests’ availability will likely be better. So if you can, book an event for the summer or winter and save on rental costs.
The Busy Seasons
Spring and fall events are more popular than events in the summer and winter, and that makes them harder to book space for. We know one of the main reasons event spaces are easier to find (and generally cheaper) in winter and summer is due to rougher weather. But what other factors contribute to fall and spring being harder to book?
Spring and early summer usually see more events because many people host graduation parties for high school and college students. This drives up the demand for space, which also impacts the cost. With high school proms and homecoming dances, event planners also see a huge uptick in both spring and fall bookings. Stats have also shown that summer and fall weddings are much more popular than winter or spring events. With Nashville event spaces especially, you’ll see quite a few fall weddings because the summer months can be too warm. There are a number of other factors that contribute to these seasons being harder times to rent event space, but these are a few of the most common causes for this increase in booking difficulty.
Event Space From Center 615
There are many event spaces in Nashville, but not every location is going to work for your needs. If your budget is a concern, you may want to look for event space discounts that can help you stretch your dollar when planning a gathering. At Center 615, we offer competitive off-season rates for our Rec Hall and Courtyard space, and provide even greater discounts to those who cowork or rent office space on our thriving coworking campus. Members get 50% off when renting event space at Center 615 and 15% off at Studio 615, located in northern Nashville. We have three venues at Center 615. The outdoor Roof Deck is rentable for just $250 per hour for non-members and can host up to 125 people standing. As we’ve discussed, the weather doesn’t always cooperate, so you can also reserve the indoor event space near the Roof Deck called the Main Street Gallery. The rate here is also $250/hour for non-members, meaning it’s just $125 per hour for member events. This gallery is large with a capacity of 175 standing, and it has hosted weddings, art exhibits, yoga sessions, and film screenings. Last but certainly not least is the Rec Hall & Courtyard, a hybrid indoor/outdoor space that varies in price depending on the season. Our largest venue at Center 615, it can host up to 200 standing indoors in the Rec Hall alone, with another 200 more in the outdoor courtyard. If you’re looking to host an event in Nashville right in the heart of a unique neighborhood with plenty of parking and a variety of other perks, look no further than Center 615.
Get Your Event Space in Nashville
There’s a lot more to learn about each of our event spaces and the many other benefits included with renting office space or being a coworking member at Center 615. So don’t hesitate to reach out for a tour of our campus today!
